Operations Coordinator

About EQ Office 

EQ Office is Blackstone’s US office portfolio company with best-in-class expertise across acquisitions, asset management, leasing, redevelopment & property operations. EQ’s focus is to create and operate inspiring workplace destinations by offering solutions that blend the best of work, home, and hospitality. Our diverse team of ~160 professionals currently operate a portfolio of over 20 million square feet for over 1,200 customers across major US markets including Atlanta, Boston, Chicago, Los Angeles, New York, San Francisco, and Seattle. 

At EQ Office our culture is centered around OneTeam with the following principles

• Kindness, Respect and Trust
• Merit
• Accountability
• Integrity
• Essential Transparency
• Never be Complacent
• Work Hard and Have Fun

OneTeam is EQ’s Core Foundation. It's what happens when individuals collaborate across team, function, and time zone. It's that innovative idea that starts to stick when we come together under one roof; it's the desire to be part of something bigger than ourselves, striving to find greater purpose. By sharing best practices across departments and regions, extending impact beyond work and into our communities, and integrating our foundational principles, we ultimately do better when we operate together.

Job Summary

As an Operations Coordinator, you’ll be supporting the Willis Tower Property Management team in staying organized with projects, invoices and reporting.   You will bring your best each day to support the team to achieve the following:

Responsible for supporting operations and maintaining the day-to-day project tracking. Provide administrative support to the property team to achieve operational excellence and to maximize value.  Provides administrative assistance to accounting team as well as preparing reports that track and validate the accuracy of database information.

Essential Job Functions

OFFICE ADMINISTRATION

• Responsible for supporting the day-to-day administrative functions of the office – may be asked for assistance with filing, FedEx, copying, etc
• Prepare and distribute correspondence through the utilization and maintenance of onsite resources.  
• Answers and screens incoming phone calls; providing assistance when possible and routing other calls to appropriate employees
• Creates and maintains various filing systems in an accurate and organized manner
• Works with Director of Operations in tracking projects, associated progress and invoices
• Responsible for distribution of monthly and quarterly reports
• Work closely with our internal Leasing, Property Management, Construction, and Accounting teams daily
• May be back-up to organize team lunches and meetings

ACCOUNTING ADMINISTRATION

• Setup new Vendors
• Update Vendor addresses
• Code invoices for Operations
• Redirect invoices not related to Operations
• Keep file of W9’s for the building
• Prepare new purchase orders and track invoices as they are coded in the system

CAPITAL PROJECT ADMINISTRATION

• Track the capital projects in the Capital Tool
• Create monthly report that shows the current spending and that of the new month as of that date
• End of month, help clear the open checks
• Enter new approved capital projects into the Tool and obtain proper approvals

UTILITY TRACKING

• Track electricity and water consumption in special spreadsheet for sustainability purposes
• Download invoices from websites (ComEd particularly)
• Code and manually track electrical invoices, billing back to tenants where needed
• Notify ComEd when a tenant has left to bring that meter under our billing, monitor change, make updates as needed

PROPERTY MANAGEMENT AND OPERATIONS

• Ensure building-specific operational requirements are met for each event (elevators, HVAC, etc).
• Write and send broadcasts relating to building updates.
• Manage and inventory keycards and collect upon move-out
• Review location and how to use each piece of Emergency Equipment
• Track operations spending on special tracking report, using reports that are generated in MRI
• Performs other duties as assigned, including ad hoc projects. 

COMPETENCIES

• Pro-active, self-starter with the ability to work independently in a fast-paced environment
• Ability to think outside the box and approach all issues with a completely fresh approach
• Ability to anticipate needs and over-deliver wherever possible
• Must think on your feet and use initiative to solve problems and deliver solutions
• Enthusiastic, passionate, able to enthuse and motivate others
• Exceptional organizational, multitasking, prioritization and project management skills
• Ability to collaborate well with internal and external customers; friendly and approachable
• Effective and flexible communicator, team player, reliable and high level of curiosity
• Professional demeanor
• Embraces continuous change and opportunities when presented

Qualifications

• 2 years administrative experience in an office environment; construction, property management, accounting experience preferred
• Some college or equivalent experience preferred.
• Proficiency with Microsoft Suite required. 

Benefits:  The Company provides a variety of benefits to employees, including health insurance coverage, retirement savings plan, paid holidays and paid time off (PTO).

EEO Statement

The Company is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant, employee, or other covered person based on any legally recognized basis, including, but not limited to: veteran status, uniformed servicemember status, race, color, caste, immigration status, religion, religious creed (including religious dress and grooming practices), sex, gender, gender expression, gender identity, marital status, sexual orientation, pregnancy (including childbirth, lactation or related medical conditions), age, national origin or ancestry, citizenship, physical or mental disability, genetic information (including testing and characteristics), protected leave status, domestic violence victim status, or any other consideration protected by federal, state or local law. We are committed to providing reasonable accommodations, if you need an accommodation to complete the application process, please email talent@revantage.com.

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